Zapier and ChatGPT For Calendly Appointments | Tutorial
Let's build with Zapier and AI (100+ videos)📅 2023-05-22
Transcript
[00:00] welcome back to web Cafe AI we do daily chat gbt and AI videos for your personal and business life in today's video we're going to be building out a zap with gbt for onboarding for service based businesses more specifically we're going to be looking at how to build a zap using calendar lease so when you get a lead and a scheduled appointment from calendar lead we can set up an automatic AI generated email that is going to be put into draft mode that you could possibly send out to the client if you choose to do so all right let's go ahead and start off here we're going to say calendarly
[00:31] AI email from here let's go ahead and make sure we set up our trigger which is obviously going to be counterly I'm going to choose the event of invite e created and continue to continue we're going to go ahead and test this but before we test this let's go ahead and just walk through the process of what we do here at web Cafe AI to get this test triggered all right let's go ahead and make that test data that's going to be available for zap so we can manipulate it for now we're going to go to our main
[01:03] onboarding for possible clients here at web Cafe AI we're going to choose a date we're going to say we want to talk to an account manager at 9 30 a.m we're going to put in our name here it's gonna be John Appleseed we're going to put in our test email here which is going to be your courses email and then from now we're going to say essentially the context of the call so we are a business looking for AI content creation we want AI articles AI social media post and more let's say that the business
[01:35] that's potentially being onboarded here wants to be is in the restaurant industry we spell this correct here restaurant all right from here we're gonna go ahead and hit schedule event I perfect so then this lead goes over to our back end and we realize okay there it looks like there is a meeting coming up let's go jump back over to zap all right we went ahead and tested that trigger and as you see here our lead comes up here restaurant industry the
[02:07] information we put in we're gonna head go ahead and hit continue here so now that that information has come in we're going to go ahead and set up a gbt block here so we're going to chat gbt and we're going to do conversation and we're gonna just basically format how we want to uh set up a draft email obviously this can be used in a bunch of context here uh one of our clients like using it to set up a AI generated video that is specific and tailored to the individual's inquiry about joining or onboarding to their business there is a bunch of context you can do here what we're going to do here is simply just
[02:37] set up a AI generated email and have it as a draft so from here we're going to set up the parameters we're going to say clients name semicolon parentheses inviting name we're going to say clients business semicolon parentheses and we're going to go ahead and come down here to find the specific thing we're going to go ahead and just do a little bit of a search here let's do restaurants okay cool question in response to response we do
[03:08] parentheses parentheses always condenses the data here and then we're going to say uh what they are looking for are looking for semicolon parentheses and then that's going to be the little big block here which is going to be the question answer to the first response semicolon and we're going to say uh we're gonna have some context here context you are a AI automation agency called Web Cafe AI this is a
[03:40] potential client who just scheduled a meeting with an account manager so we want to give as much information as we can here we want to give as much context to gbt so our responses are tailored let's go ahead and up our model to gbt4 as we're dealing with more comprehensive looks on you know we want to make sure content is as effective as possible so we went ahead and upped it to gpt4 let's add a little bit of a memory key here we're going to say on email as you know memory keys are identified essentially
[04:11] if you're using chat gbts like regular UI think of it as like a new chat this is going to fine-tune the ability so that our outputs are consistent and reliable from here we're going to say generate a response to this email giving a possible suggestion for what they are looking for and and a CTA to look at a an onboarding PDF
[04:41] should say that obviously what we can do here is we can add more context here you can get more context like hey here are our plans here is a situation and basically an overview of like what happens when a potential person converts but for now we're just going to say generate a response to this email giving a possible suggestion for what they are looking for and a CTA looking at an onboarding PDF from here we're going to hit continue and we're going to test this action we may need to fine-tune this a little bit more to make it look better but for now let's see what it comes up with all right so as you see here we have our
[05:13] email that we're looking for but as you can probably tell a lot of text and obviously we don't want subject line identified there's there's a lot of stuff we got to clean up here so let's do a couple things let's go ahead and do a parameter block here we're going to say uh limit the body of the paragraph to four sentences and then we're gonna do one other thing we're gonna say for the subject line of the email just generate the subject
[05:45] no text before or after and what you're going to find out is we're going to be able to just do this off one gbt block in the past we may needed to before I jump into that a little further we're going to add a one here we want to start a new chat as we want to fine-tune the output to be better and we don't want to use the previous Apple here as reference but as I was saying essentially we're going to try to essentially build out this email and have the AI generated subject line and the body built in one chat DBT block to mitigate cost on your end all right so it wasn't able to necessarily interpret what I meant by
[06:16] not having the subject here but as you see here we're able to get a more condensed version of the email and honestly this won't even pose that big of an issue because we're not automatically sending it we are just sending it as a draft so you'll see what I mean by that as we get to it but for now we have the contents of the possible email here I'm gonna set up a formatter block as this is going to allow me to separate the subject line from the body of the email and use those two separate variables to build out the draft email so we're gonna do if it takes formatter text and we're going to do split and from here we're gonna do the input
[06:46] as that output that we just got here and we're gonna do the separator uh uh basically first we're going to do this all separate fields and then the separator let me go and grab that real quick so this is a nice little reference sheet that zapier has and we're going to use the new line function come over here we're going to paste that we're gonna hit continue and test that action as you see here we were able to just get the outputs of the subject AI driven content solutions for your restaurant that's perfect let's go ahead and set up our email block here which is going to be Gmail
[07:17] and we're going to go ahead and say create a draft we're going to continue we're going to choose our account which is for now are just going to be our courses we're going to send it to ourselves obviously you would choose whatever email that is your main business email we're gonna do the subject we're gonna do that text that we just formatted and then from here we're gonna go for the two to the individual that just you know signed up through our Forum on calenduli and then here we can go ahead and add the body or the you know little bit formatted body and then that is all that is
[07:49] necessary if you want to go ahead and attach that PDF I was referencing you can go ahead and attach it here but for now that is sufficient enough if I went ahead and hit Test action let's go ahead and see what this draft looks like over on the courses side all right so as you see here the draft shows up and if I went ahead and clicked this we have the subject line automatically put in there obviously I could have formatted it so it was just the body it's not too important since the fact that we're dealing with draft so I can just delete it here and then in theory if you have the attachment it would be attached already and then on top of that we have um the you know contents of the email
[08:20] your search for AI driven content creation and here at webcap AI provides Taylor Solutions like AI generate articles social media posts for the restaurant industry leverage our expertise to boost your online presence and marketing efforts for a smooth onboarding please review the attached PDF as always you'll be able to find this zap in the description below so go ahead and click that and add that to your own profile if you feel like you learned something so far make sure to like the video it is completely free and it really helps us here at webcafe AI but without further Ado go ahead and check our other videos on our Channel as we go over a bunch of chat gbt and
[08:50] zapier automations and finally I'll see you in the next video thanks for tuning in and yes surprise I'm an AI Avatar make sure to explore more here at web Cafe where we demystify AI for your personal and business life until next time